[Functional] RIO Challenge v4 - C04.03 - Cohort Enrollment
Table of Contents
RIO Challenge v4 - C04.03 - Cohort Enrollment
There may not always be sufficient capacity to cater to all students' enrollment into a Study Offering (course). These could be due to limited class capacity, lack of faculty members, etc.
If there is limited capacity for classes, enrollment can be opened for senior intake students first. Enrollment can then be opened for junior intakes a few days later.
This will help to give senior intake students more priority to secure seats, since they need to complete enough credits before they graduate soon.
Follow this exercise to see how Cohort Enrollment can be set up, to set different enrollment open dates for different intakes / batches of students.
Pre-requisite challenges
Before trying out this challenge, it is recommended to complete this challenge first:
Learning outcomes
- Understand how to create Cohort Enrollment, and set different enrollment open dates for different intakes / batches of students.
What does success look like?
- Able to open enrollment earlier for senior intake students, to give them higher priority to secure seats.
Estimated time to complete
20 minutes.
Steps to complete the challenge
RIO University is finalising the data preparation for the new semester.
Due to a large volume of student enrollments to Study Offerings (courses offered), and limited class capacity, there may not be sufficient seats for all students.
Since senior intake students are closer to graduation than junior intakes, the university has decided to give senior students more priority to secure enrollment.
Enrollment will be opened first for senior students, while enrollment for junior students will open a few days later.
- Click on the 'RIO Challenge v4' tab at the bottom left of the page. Click on 'Initiate Challenge' to generate the data required for this challenge.
- From the App Launcher at the top left of the page, search for ‘Study Terms’.
Select the list view ‘C04.03 - Cohort Enrollment’.
Click to enter into the record ‘C04.03 - Current Term’.
- Review the dates of the Current Term.
The ‘Enrollment Open Date’ is already defined.
However, we want to have different enrollment open dates for different intakes.
A single date cannot be applied to all intakes.
- Thus, edit the Study Term record and clear the ‘Enrollment Open Date’ field (set to blank).
Check the ‘Enable Cohort Enrollment’ checkbox as well, to enable said feature.
| Enrollment Open Date | |
| Enable Cohort Enrollment | TRUE |
- Now, we need to define 2 different Enrollment Open Dates, for the 2 different Cohorts (last year vs this year's intake).
Navigate to the ‘Configuration’ tab, and create 2 new Study Cohort Enrollment records.
Create one for last year's intake (make sure to copy the Cohort ID exactly as seen here).
| Study Cohort Enrollment Name | Last year intake |
| Academic Term | C04.03 - Current Term |
| Cohort ID | Last year intake |
| Enrollment Open Date | 1 day before today |
| Enrollment Close Date | 1 week after today |
Create another for this year's intake (make sure to copy the Cohort ID exactly as seen here).
| Study Cohort Enrollment Name | This year intake |
| Academic Term | C04.03 - Current Term |
| Cohort ID | This year intake |
| Enrollment Open Date | 3 days after today |
| Enrollment Close Date | 1 week after today |
- Different enrollment open dates have now been defined for different intakes.
Let's see how this will apply to different intake students.
From the App Launcher at the top left of the page, search for ‘Individual Program Enrollments’.
Select the list view ‘C04.03 - Cohort Enrollment’.
Click to enter into the Individual Program Enrollment record created for ‘C04.03 - Fred Smith’.
- Review the details of Fred Smith's Individual Program Enrollment record.
Fred Smith is an ongoing student, who has already started in the previous Term.
His ‘Cohort ID’ states ‘Last year intake'.
Recall that we have created a Study Cohort Enrollment with the same ‘Cohort ID’ in step #5 earlier.
That record has an enrollment open date that started since yesterday.
- Navigate to the ‘Enrollments’ tab.
Ensure that the 2nd tile is selected, and set the Filter - View Study Units = Recommended Pathway.
This means that Fred Smith is currently doing his Term #2.
- Notice that the Study Offerings are available for enrollment for Fred Smith.
Proceed to enroll Fred Smith into ‘AC104’.
Fred is able to enroll, because we have created a Study Cohort Enrollment record for Cohort ID = ‘Last year intake', whereby enrollment is already opened.
Since Fred Smith's Individual Program Enrollment has a matching ‘Cohort ID’, he is able to enroll into Study Offerings.
- Let's take a look at how a junior intake will see this instead.
Click back to return to the list of Individual Program Enrollments.
Select the list view ‘C04.03 - Cohort Enrollment’.
Click to enter into the Individual Program Enrollment record created for ‘C04.03 - John Doe’.
- Review the details of John Doe's Individual Program Enrollment record.
John Doe is a new intake student, who is starting his Term #1.
His ‘Cohort ID’ states ‘This year intake'.
Recall that we have created a Study Cohort Enrollment with the same ‘Cohort ID’ in step #5 earlier.
That record has an enrollment open date that will only start 3 days after today.
- Navigate to the ‘Enrollments’ tab.
Ensure that the 1st tile is selected, and set the Filter - View Study Units = Recommended Pathway.
John Doe is currently doing his Term #1.
- Notice that no Study Offerings are available yet for John Doe to enroll.
This is because we have created a Study Cohort Enrollment record for Cohort ID = ‘This year intake', whereby enrollment will only be opened 3 days after today.
Since John Doe's Individual Program Enrollment has a matching ‘Cohort ID’, he will not be able to enroll into Study Offerings today.
- This means that John Doe, and other students who have the same Cohort ID (this year intake), will only be able to enroll into Study Offerings 3 days later.
Thus, this will allow senior intake students to secure enrollment / seats for their Study Offerings.
This will allow them to complete enough credits in order to graduate soon.
Note:- In the example here, we used ‘Last year intake' and ‘This year intake' as the Cohort ID, for convenient demonstration.
In real life, you will name these Cohort IDs as ‘2023 intake’, ‘2024 intake’, ‘2025 intake’, and so on.
- In 2024, you will open enrollment earlier for the ‘2023 intake', who are the senior students.
Enrollment will be opened later for the ‘2024 intake’, who are considered the junior students.
Then, once 2025 arrives, you will open enrollment earlier for the ‘2024 intake’, who are now more senior than the new ‘2025’ intake.
This way, you can ensure that even though a freshman/junior student is not given seat priority in his early years, he will be given priority once he reaches closer to his final year.
- In the example here, we used ‘Last year intake' and ‘This year intake' as the Cohort ID, for convenient demonstration.
- Congratulations, you have completed the challenge! Click on the 'RIO Challenge v4' tab at the bottom left of the page, and click on 'Complete Challenge'.
